Office Assistant - Burnaby, Canada - Metro Vancouver

Metro Vancouver

Verified Company

Burnaby, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Position Status:
Auxiliary (This position to last not later than December 31, 2023)

Department:
Human Resources and Corporate Services

Employee Group:
Exempt

Location:4515 Central Boulevard, Burnaby

Our Human Resources and Corporate Services Department is seeking a proactive, organized, service-orientated professional to provide front line temporary administrative support throughout the organization on an on-call basis. Assignments vary from one day to several weeks, providing coverage for short-term leaves, special projects or to assist with additional workflow.

You are:
A self-starter, tech savvy, proactive professional with a keen eye for detail.
You must thrive in a busy work environment, have the ability to manage priorities in a professional, efficient and timely manner in an environment with frequent interruptions and mínimal supervision.
You are also adaptable and excel in an environment where teamwork is required to meet department and organizational goals. You have excellent interpersonal and communication skills and are proficient in the use of Microsoft Office 2016.

The Office Assistant reports to the Office Manager, Support Services and falls within our Corporate Support, Level C1A job family.

This role:

Responsible for dealing with highly confidential and sensitive matters; provides confidential administrative support and performs diverse administrative and support tasks requiring considerable knowledge of applicable departmental and corporate functions, procedures and practices.
May act as the first point of contact for a division, department or the Executive offices, receiving visitors; providing directions; scheduling appointments; answering, screening and redirecting calls; and taking detailed messages. Receives enquiries and complaints and determines the appropriate action.
Liaises with various internal and external contacts to coordinate activities and provide or request information. May be required to interact with elected officials and members of other agencies or orders of government.
Prepares, processes and maintains records relevant to a variety of critical and/or confidential matters such as bylaws, policies or corporate legal files; determines classification of documents for retrieval purposes; and responds to queries by searching and locating documents.
Prepares correspondence for approval or notification and ensures approvals are obtained in a timely manner. May be responsible for coordinating the signing and sealing of official documents in a timely and accurate manner. As required, indexes documents and retains in the vault as permanent records.
Prepares and drafts routine and/or confidential correspondence, documents and reports; processes, proofreads and sends correspondence; posts correspondence and documents to the internet, as required. May prepare Board, committee or meeting agendas, including supporting materials and electronic files.
Updates and maintains tracking tools for matters such as requests, contacts list, agendas and correspondence; coordinates follow up of correspondence.
May process invoices, fees and expense reports and respond to queries on the same providing information consistent with corporate policies or the criteria set out in the Remuneration Bylaw for elected officials as applicable.
Attends committee, standing, advisory and other meetings as required; records proceedings, prepares minutes and distributes approved minutes to relevant parties.
Manages department records in accordance with corporate guidelines. Assists in the analysis of electronic records and manipulates data as required.
Provides timely, accurate and thorough information and services in response to internal and external requests. Provides general information and explains rules, regulations and procedures applicable to the work of the department.
Works as part of a team to develop and implement methods and procedures to increase efficiency and accommodate department requirements and work schedules.
May assists in planning and arranging meetings, seminars, and workshops; attends to all logístical concerns such as booking meeting rooms, preparing material and equipment, ordering catering, and tracking attendance.
Performs other related duties as required.

To be successful, you have:

3 years of recent, related experience supplemented by high school graduation and completion of relevant postsecondary courses in office or business administration; or an equivalent combination of training and experience.
Formal training in areas related to scope of responsibilities such as office administration or minute taking is an asset.
Sound skills and abilities related to office administration technologies, practices, procedures and standard protocols. Demonstrated ability to accurately record minutes, prepare agendas and related material.
Knowledge of the functions, regulations, and procedures governing departmental and